Executive Assistant to Head of School

The Executive Assistant to the Head of School reports directly to the Head of School and is responsible for all issues delegated by the head of school.  The Executive Assistant to the Head of School provides support and assistance to the Head enabling her to perform her role effectively and efficiently.  The Executive Assistant to the Head of School performs a pivotal role acting as a conduit of information between the head and all constituencies of the GA community.  This role is a year-round position.

Supervisory Responsibilities:

• Supervise front desk reception staff.

Duties/Responsibilities:

• Maintain head of school’s calendar, schedule meetings and appointments. Screen head’s incoming calls and take messages.
• Sort incoming correspondence and format replies as directed by the head of school.  Prepare final copy for signature and mail in a timely manner.
• Prepare for monthly meetings of the board of trustees and ad hoc committee meetings.
• Maintain the Boardable Trustees Portal.  
• Compile all-school calendar with input from division heads and coordinate dates with Brunswick School.
• Update student handbook annually as directed by head and division heads.  Arrange for printing and distribution of the handbook at the beginning of the school year.
• Update front section of the GA Family Directory annually.  Arrange printing and distribution in conjunction with GAPA Ways and Means.
• Arrange domestic and international travel and accommodations for the head of school in connection with conferences, meetings and other school-related events.
• Graduation responsibilities: order and distribute academic hoods and gowns for faculty.  Prepare diplomas for graduating class, make travel arrangements for guest speaker, assist with set-up for the ceremony and be available to assist head of school, board chair and commencement speaker on the day.

• Order and purchase commemorative gifts for retiring or long-serving faculty, staff and trustees for presentation by the head of school and board chair.
• Perform any other duties or special projects as assigned by the head.
• Support the school and its leadership.

Other responsibilities:

• Provide assistance and information to the president and members of the Greenwich Academy Parents Association.
• Provide assistance as necessary to members of the board of trustees.
• Field enquiries from and assist members of all constituencies of the Greenwich Academy community.

Required Skills/Abilities:

Examples:

• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

High school diploma or equivalent.

At least two years related experience required.